Delivers the job offer with genuine enthusiasm: headline terms up front, the formal letter attached, a clear response deadline, and an open line for questions.
Hi {{Candidate name}},
This is the email we've been hoping to send: we'd like you to join {{Company name}} as our next {{Role title}}. The whole panel was aligned — {{One sentence on why the team chose them}}.
The headline terms (full details in the attached offer letter):
We're asking for a response by {{Offer deadline date}}. If you need more time or want to talk anything through — the numbers, the team, the role itself — reply here or call me at {{Your phone number}}. Questions are welcome, not a negotiation faux pas.
We really hope you say yes.
{{Your name}} {{Your title}}, {{Company name}}
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
Acknowledges a candidate's application with honest timeline expectations, what happens next, and a commitment to respond either way.
Tells a candidate their background screening is starting: the provider, what it covers, the consent step, expected duration, and who to ask about anything sensitive.
Asks for structured feedback on the hiring process after a decision, whatever the outcome: how long it takes, how to access it, how answers are handled, and why it matters.
Recruiter presents a vetted candidate to a client: three evidence-backed highlights, compensation expectations and availability, and a single next step to book the interview.
Honest mid-process update for when timelines slip: the real reason for the delay, a new date, confirmation the candidate is still in the running, and a promise to write again either way.
Acknowledges a candidate withdrawing from the process without friction: thanks them for the heads-up, asks one optional learning question, and leaves the relationship genuinely warm.